A guide for recording decisions made by a group.
When a group finally makes a decision, it can be easy to assume everyone remembers it the same way. But memories fade, and people often leave a meeting with different ideas about what was actually agreed. Without a clear record, groups often end up having the exact same conversation weeks later, wasting time and energy.
This guide helps you capture agreements clearly and simply using a four-question format. It shows you how to create a reliable decision log so your group can move forward with confidence and clarity.
Print version →Confirm the decision before moving onto the next item. The recording of all decisions must be agreed and recorded before the end of the meeting.
The decisions that you record should all follow the same format. This is helpful when you want to compare decisions or update a previous decision.
| Question | What to write |
|---|---|
| What was decided? | One clear sentence written in the active voice stating what was decided. Eg We agree/we will/we decide… |
| Why? | What made this the right choice? Avoid giving a summary of the discussion. Include key evidence in 2 - 4 sentences |
| What were the options? | The option (s) that had genuine support. |
| When to revisit? | What would happen for us to decide to review this decision? This should be specific and linked to the why. |
A decision record for a community group deciding how often to meet.
| Question | What to write |
|---|---|
| What was decided? | We will meet monthly on the first Sunday with a brief written summary sent to all members within 48 hours. |
| Why? | Monthly is frequent enough to address decisions in time and infrequent enough that attendance is sustainable. The written summary addresses the concerns of 3 members who work weekends and cannot attend. |
| What were the options? | Fortnightly, rejected as unsustainable for working members. Quarterly, rejected as too slow for timely decisions |
| When to revisit? | If attendance drops below 3 members for 2 consecutive meetings or a time-sensitive decision is delayed because we couldn't meet in time - whichever comes first. |
This records two separate concerns - timing and accessibility - which gives the group two things to test.
These are genuine alternatives. Both fortnightly and quarterly had real advocates. The rejection reasons are specific.
Revisit is condition-based and linked to the 'why'. If attendance drops (testing sustainability) or a decision gets delayed (testing timeliness), the record tells you exactly why the trigger matters.
If a review trigger is met (e.g., attendance drops), you must review it and see if it needs a revisit.
You don't need to use this four-question format for minor, operational details (like who is buying the biscuits for the next meeting). Save it for choices that change your direction, spend significant money, or affect how people work together.
Even if one person does most of the typing, the log belongs to the whole group. Make sure everyone knows how to access it independently so transparency is maintained.
The decisions made should be stored where everyone relevant can review them. This could be a print out stored in a filing cabinet or shared notice board or a shared folder on the internet.
What was decided
Specific enough to act on — it names the frequency, the day, and the summary requirement.